ODOT Procurement Office (OPO)

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ODOT Procurement Office (OPO)

• Diana L. Foster
• Chief Procurement Officer

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ODOT Contracting Processes
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OPO Recent Changes

• OPO Structure
• Who to Call

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Time Sensitive Areas and How to Avoid Delays

• Performance Measures
• Procurement Office Report Card
• Identifies Areas Needing Improvement
• Template Development
• Common language used universally
• Front end Approval by the Department of Justice
• (DOJ)

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Template Development

• A template development work group has been formed
  under the joint leadership of
• Kathy Booher / Marty Andersen / Dan Oven

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. . . continued Time Sensitive Areas and How to
Avoid Delays

• Stakeholder Interface
• Engage Early
• Procurement at the Table
• Share Time frames/ Mile Stones
• Unique characteristics of project

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Striving for Consistency

• Examples
• Classifications/Billing Rates/Overhead
• Cost Disclosure Questionnaire
• General Insurance Information
• Conflict of Interest Disclosure Process

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Conflict of Interest Process Steps

• Step 1
• Identification of Potential Conflict of Interest
• Step 2
• Analysis of Mitigation Strategy
• Step 3
• Determination of Actual Conflict of Interest

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Mitigation Strategies

• Most mitigation strategies rely on either
• Proving there is no potential benefit or
• Placing a barrier between the conflict and
  advantage

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Analyzing Mitigation Strategies

• Full disclosure
• Degree of separation
• Timing of departure from contracting agency
• Steps taken to prevent potential conflict

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Contract Development

• Things to Consider
• Is an Intergovernmental Agreement (IGA) needed?
• Are Federal dollars funding the contract?
• Necessary Documents
• Insurance
• Cost Data
• Draft Statement of Work (SOW)

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. . .continued Contract Development

• Negotiation
• Finalize Contract
• Legal Review
• Obtain all Signatures
• Begin Work

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The Future

• Holds more.
• Streamlining Efforts
• Contract Administration
• Templates
• Legal Sufficiency Review Certification
• Exemptions
• Risk Assessment/Compliance

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. . . continued The Future

• Training Opportunities
• Tools/Tips/Techniques
• Proposed Legislation

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OPO Website Resources

• Website
• http//www.oregon.gov/ODOT/contracting.shtml
• ORPIN
• http//orpin.oregon.gov/open.dll/welcome
• Technical Resources Handout

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Contracting Options for Professional Services

• Project specific recruitment through ODOT
• ODOT Tier Two Selection Process
• Local Certification to Consultant Selection

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Project specific recruitment through ODOT

• This process uses ODOT forms
• Local Agency develops the RFP
• ODOT Reviews Prior to Advertise
• Local agency advertises RFP and selects firm
• Local agency drafts contract
• ODOT reviews and concurs with contract

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ODOT Two Tier Selection Process

• ODOT selects firms for each region
• Local agency selects a firm from the list of
  firms
• ODOT manages the contract elements
• Local Agency manages the work
• Payments are made through ODOT
• All contract are between ODOT and the Contractor

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Local Certification for Consultant Selection

• Local Agency Requests Certification for
  consultant selection
• ODOT reviews local process and staff to insure
  compliance with state and federal laws
• IGA is developed for the certification
• Local Agency does a test recruitment
• ODOT reviews test recruitment
• Agency becomes Certified for consultant
  selection.

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Requirements

• Qualification Based Selection
• DBE Program
• State and Federal Contracting laws
• Contract executed prior to starting work
• Price is negotiated after selection
• Avoid any conflict of interest